End of Year (EOY) Training Module 3 – Error Resolution (New Submissions Staff) 2017-2018

Content Summary – Module 3 Your Presenter Ryan Hartung- ryanhartung@csi.state.co.us 303-866-6973 Error Resolution (slides 4-8) Exception Requests (slides 9-11) Typical Scenarios and Examples (slides 12-21) Adequate Documentation (slides 21-25) Timelines and Deadlines (slides 26-27)

Data Submissions in 4 Steps Data Collection/Entry (Module 1) Submission to CSI (Module 2) Error Resolution (Module 3) Data Review (Module 4) 1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

Error Resolution A look at Level 1 and 2 Error Reports and Resolution Assistance

Error Reports Each time you submit a new file(s), CSI will process them and provide Error Reports Error Reports Level 1 Level 2 All Errors must be cleared. Warnings do not have to be cleared. Review for accuracy and make changes if necessary.

Error Report Do’s and Don’ts DO use the error report as your checklist DO NOT make updates to the Error Report DO NOT guess at how to resolve an error DO NOT change data just to clear an error

EOY Level 1 Errors SD and SSA Errors No Changes since October Count = No Errors Enrollment changes since October Count = Possible Errors ACC Errors 43 possible errors, mostly related to invalid AP, postsecondary program, or postsecondary institution code Title I Errors Over 20 possible errors related to inaccurate coding of the services received on students who qualify for Title I targeted assistance funding To access the Business Rules Troubleshooting Doc: https://docs.google.com/spreadsheets/d/1qzfnPLqbc3oNdp1Y_Q5HkbV6Jxibbnh- _cSLEbkaNE8/edit#gid=810597989

EOY Level 2 Errors Over 70 types of EOY Level 2 errors are possible occurring across multiple interchange files. Entry/Exit Error Examples SE104 Error “No Show” CSI will provide No Show reports to schools Are students with exit code of 00 in the 16-17 EOY (expected to return), but they do not have a record in the 17-18 EOY. Schools need to begin resolving these records right now—don’t wait for the error, start looking for these now!

Exception Requests

Requesting Exceptions to CSI CSI believes it is more important to submit accurate data over error free. If you feel your data is correct, follow these steps: Discuss error with CSI submissions staff Submit the request in writing to the CSI Submissions Inbox CSI will process the request with CDE CSI will contact school to notify if exception was approved or additional file changes are necessary

Exception Examples Below are example scenarios where an exception should be submitted: During October Count, a student’s Language Proficiency was incorrectly reported as 7 – FEP Monitor Year 2 to follow logical progression instead of where they actually fall in the EL process code 8 – FEP Exited Year 1. The issue was discovered and resolved in the SIS after the OC collection closed. Upon submittal for End of Year, school is receiving a SP166 error as they did not follow logical sequence for ELL. Since the current information is accurate, an exception must be submitted. A student moved to Colorado last fall and enrolled at the beginning of 17-18. After testing the student, it was determined that he tested far below the grade level for his age and was placed in the appropriate grade (with parental approval). The student is receiving a SE168 error as his age is outside acceptable ranges for the grade level. Student is in the appropriate grade, therefore an exception must be submitted.

EOY Typical Scenarios and Examples

Transfer Students at EOY Students who tell you that they are transferring to another school for the next school year but who complete all coursework in your school (up to three weeks before the end of the school year), should have an Exit Code of ‘00’. If they are coded with Exit Code of ‘13’, they will be counted as a dropout because they will not have time to show up in another school/district before the end of the year. As always, when informed that a student is transferring, follow- up with that student immediately to get adequate documentation of the transfer (i.e. confirmation of attendance)

Grade Reassignment A student started at MacLaren in the 8th grade (2017-2018), transferring from District 11, however; MacLaren determined that this student should be in the 9th grade. This should be coded in the following manner: 1st detail entry (row): School Number: 8825 Entry date: 08112016 Entry code: 13 (transferred from a D11 school) Entry grade: 080 (to reflect 8th grade) Retention code: 0 Exit date: 08282017 (August 28, 2017, when the student changed grades) Exit code: 10 (to reflect that the student is transferring grades) ORGANIZATION_ CODE SASID SCHOOL_ CODE STUDENT_FIRST_ NAME STUDENT_LAST_ NAME GENDER BIRTH_DATE ENTRY_DATE GRADE_LEVEL ENTRY_TYPE EXIT_DATE EXIT_TYPE 8001 9876543210 8825 Jane Doe 01 01142000 08112017 080 13 08282017 10 RETENTION

Grade Reassignment, Cont’d 2nd detail entry (row): School Number: 8825 Entry date: 08282017 (date of grade reassignment) Entry code: 10 (to reflect the grade reassignment) Entry grade: 090 (to reflect 9th grade) Retention code: 0 Exit date: 00000000 (zero fill if finishing the school year) Exit code: 00 to reflect finishing the school year ORGANIZATION_ CODE SASID SCHOOL_ CODE STUDENT_FIRST_ NAME STUDENT_LAST_ NAME GENDER BIRTH_DATE ENTRY_DATE GRADE_LEVEL ENTRY_TYPE EXIT_DATE EXIT_TYPE 8001 9876543210 8825 Jane Doe 01 01142000 08112017 080 13 08282017 10 RETENTION 8001 9876543210 8825 Jane Doe 01 01142000 08282017 090 10 00000000 00

Student Transferring to another district with natural succession within CSI (CLA to VPA, Pinnacle MS to HS) A Pinnacle Middle School 8th grade student reported a 00 exit when finishing school in 16-17. The student transferred to a high school outside CSI and did not return in 17-18. School Number: 6914 Entry date: 07012017 Entry code: 11 Entry grade: 090 Retention code: 0 Exit date: 07012017 Exit code: 13

Student transferring out to another district without natural succession after 8th grade (K-8 schools not feeding into a CSI HS) For the 16-17 EOY rollover CSI hosted PowerSchool schools process (and likely non-hosted PS and IC schools), all 8th grade students that ended the year at the K-8 school were “graduated” in the SIS, and therefore were not automatically included in the interchange data extracts for 17-18. The 8th grade student data is still required to be submitted- CSI can work with you on generating this file.

Student finishing 8th grade at a K-8 (i. e Student finishing 8th grade at a K-8 (i.e. 8th graders without natural succession) Colorado Springs Charter Academy (K-8): 8th grader who has been at the school for 3 years finished the entire year 2017-2018 and is now going to “graduate” from the 8th grade School Number: 1791 Entry date: 08092017 Entry code: 02 Entry grade: 080 Retention code: 0 (because the student passed the 8th grade and was not retained back to 8th grade again Exit date: 00000000 Exit code: 00 (to reflect that the student ended their 8th grade year at the school even though you know they are leaving your school to attend a 9th grade at another school, either CSI school or another district for the 2018-2019 year) ORGANIZATION_ CODE SASID SCHOOL_ CODE STUDENT_FIRST_ NAME STUDENT_LAST_ NAME GENDER BIRTH_DATE ENTRY_DATE GRADE_LEVEL ENTRY_TYPE EXIT_DATE EXIT_TYPE 8001 12345678 1791 John Doe 02 01142000 08092017 080 00000000 00 RETENTION

8th grade students without natural succession, con’t Collect adequate documentation of transfer for ALL 8th grade students that ended the year at your school Follow requirements on adequate documentation of transfer Work now to obtain this information, and follow up in 17-18 for confirmation of attendance You can request updates to 8th grader exit data even after the certification is due – i.e. during the Post Cross phases If adequate documentation of transfer cannot be provided, the student will be counted as a dropout!

ELL, GT, SPED Please make sure you are following up with your various program coordinators (GT, ELL, SPED) to make sure the SIS has been updated to reflect any newly identified students to these program areas since October Count. Newly identified students that have entered since October Count are the only ones that should be updated. Do not make changes to existing students (particularly EL) as differences between OC and EOY will cause errors! Adjusting incorrect EL coding from October Count would require an exception for EOY.

Adequate Documentation CDE: Documentation showing where a potential drop out is being educated.

Why is Documentation Required? Reduce dropout rates for district and schools Improve graduation and completion rates Good practice—assurance that student is continuing their education

Adequate Documentation Know what happens to a student after they leave your school Document Everything! More is better Get signatures Records request alone is not adequate Student leaving the country? Document it Student being home schooled? Document it Transfer to another district? Document it CDE Adequate Documentation for Transfer Guidance: https://www.cde.state.co.us/datapipeline/seyadequatedocs

Reminder About Transfer Students When you hear that a student is transferring out, be sure to follow up with them immediately to get adequate documentation of the transfer. You will avoid this student unnecessarily being coded as a dropout! If you hear that a student will be transferring out in the next school year, but they finish all coursework at your school (up to 3 weeks before the end of school) you should use an exit code of 00. If they are coded with exit code 13, then they will be counted as a dropout because they will not have time to show up in another district before the end of the school year.

Confirmation of Enrollment Guidance Confirmation of Enrollment and Attendance (CEA) signed by the receiving district is required to validate transfers of 7th-12th grade students. Keep in mind: CEA should only be sent if the student has enrolled and begun attending at the receiving school CEA should be sent through secure file transfer system or monitored fax Templates necessary for CEA documentation are provided here Confirmation that disclosure of student information is to officials at another school For more information on CSI attendance guidance: http://www.csi.state.co.us/UserFiles/Servers/Server_2345071/Fil e/CSI%20Attendance%20Guidance%20FINAL%2010.30.17.pdf

Timeline and Deadlines

CSI Submission Timeline February 14, 2018 -- Initial End of Year Submissions Due*** June 13, 2018 -- All Level 1 (Interchange) Errors Must be Cleared July 12, 2018-- All Level 2 (Snapshot) Errors Must be Cleared Schools should resubmit their interchange files after the last day of school to make sure all information (ex: graduation, exit dates, retention) are up to date August 22, 2018 – Initial Signed Certifications Due to CSI September 1, 2018—Follow up on remaining no shows November 2, 2018—Final Signed Certifications Due to CSI *** - Note: Schools do not have to wait until the Initial Submissions date to provide CSI with files. This can be done as soon as you would like.

Thank you for reviewing this module! Module 3 has now been completed. Please review Module 4 during the Summary Report Certification phase of the collection. Contact for EOY Questions: Submissions Inbox Submissions_CSI@csi.state.co.us